This article discuss the errors while importing accountant's changes (.qby). If you need to see the regular workflow of this feature, please see Accountant’s Copy 101 and QuickBooks Accountant's copy and QuickBooks Mac if you are using QuickBooks for Mac.
Some of the troubleshooting steps described in this article requires you to remove the accountant's copy restriction which is IRREVERSIBLE and will make the current accountant's copy impossible to be imported to the client's file. Make sure to consult your accountant and create a backup copy of your file before you do any of the steps bellow.
This article covers the following errors:
Unexpected results after Accountant's Changes
For scenarios and errors with multiple solutions, perform the recommendations in the order shown for best results.
To check your release, open QuickBooks and hit the F2 key (or Hold Ctrl + 1).
For instructions on updating your QuickBooks release, see Update your installation of QuickBooks Desktop to the latest release
Scenario: You are receiving the message “You are attempting to import data from a different Accountant's Copy than the one that was last created for this Company Data file. Your data has NOT imported successfully.”
Step 1: Open the prior version of QuickBooks Desktop.
Step 2: Restore the backup made prior to upgrading the company file.
Step 3: Import the Accountant’s Changes
Method 1: Import the changes WITHOUT using ACFT
Method 2: Import the changes using ACFT
Scenario: When importing Accountant’s Changes, you are receiving the error “There is an invalid reference to QuickBooks Account [Alpha-Numeric Characters] in the Deposit line.. QuickBooks error message: Only QuickBooks can make deposits from Undeposited Funds.”
Possible reason: A deposit was created using a Journal Entry that affects Undeposited Funds.
Scenario: When trying to Import the Accountant's Changes file, the link to Import Accountant's Changes menu option is grayed out.
Scenario: You try to import your Accountant's Changes but you are getting the following error message:
QuickBooks cannot import the Accountant's Changes. Possible reasons are:
If you have the wrong file open, open the correct file and import again.
If you have removed restrictions or if the file is damaged, you must get the changes from your accountant and enter
them manually or create a new Accountant's Copy and start over.
Sometimes there may be more than one copy of the file on your computer; make sure you are trying to open the company file that belongs to this Accountant's Changes file.
Follow basic data damage troubleshooting .
Follow this article to create or open an existing sample file.
Method 1: Create and send the accountant's copy without using the file transfer service
Method 2: Create and send the accountant’s copy using the Accountant File Transfer Service (ACFT)
Send the Accountant's Copy (.qbx) that you created from your TEST file to your accountant or someone with QuickBooks for Accountants. The Accoutant should enter some transactions and send you an Accoutant change file (.qby)
If the changes made on the file are mostly journal entries, you can export and import these entries to your company file
If the changes are mostly not journal entries, you can ask for a PDF copy of the changes from your Accountant and manually enter the transactions into your company file.
Scenario: Every time you try to import accountant's changes and your QuickBooks Desktop attempts to create a backup of you file, the backup fails. Possible reason: Damaged company file
After viewing the Incorporate Accountant's Changes window, but before the changes are imported, QuickBooks will make a backup.
Due to the Accountant's Copy restrictions, the Chart of Accounts cannot be edited. To fix duplicate list elements on a company file expecting accountant's changes, the Accountant's Copy restriction must be removed and the changes has to be entered manually.
To remove the restriction:
There are 3 options to implement the Accountant's changes after the company file has been repaired:
Rationale: Terms and Due Date are not part of the changes that can be sent back to the client. Bills or invoices will use the Vendor’s/Customer’s default terms when bills or invoices are imported through Accountant’s Copy.
Edit the Vendor or Customer information and set up the due terms.
Scenario: The loan that you entered went missing after importing Accountant’s Changes to your company file.
When an Accountant's Copy is created from a company file there are restrictions set in place. This means that if new loans are entered into Loan Manager, the information will be missing once the copy is imported into the original file. Having that said, you need to re-enter the new loan information to the loan manager after the accountants copy changes have been imported.
Scenario: Your Accountant reconciled your accounts on the accountant’s copy but the reconciliation did not import with the other transaction when you imported the Accountant’s Copy.
If the bank reconciliation changes do not show up on the Accountant's export changes report:
If the bank reconciliation changes do show up on the Accountant's export changes report:
Intuit QuickBooks Accountant's Copy Support Articles